Minutes

The Joint Interparliamentary Council met in camera this day at 9:13 a.m., in a hybrid format, the Hon. Raymonde Saint-Germain, Senator, and Chris d’Entremont, M.P., presiding.

Representing the Senate:  Hon. Percy E. Downe and Hon. Raymonde Saint-Germain.

Representing the House of Commons: Michael Cooper, Chris d’Entremont, Francis Drouin, Marilène Gill, Lindsay Mathyssen, Hon. David McGuinty, Lianne Rood, Ruby Sahota, Terry Sheehan for Marc Serré.

In attendance:

From the International and Interparliamentary Affairs Directorate:
Cynara Corbin, Deputy Principal Clerk, Parliamentary Associations;
Julie Geoffrion, Deputy Principal Clerk, Parliamentary Associations, Conferences and Logistics;
Caroline Belley, Manager, Resource Planning and Administration.

From the Senate:
Stéphanie Giroux, Financial Advisor, Finance and Procurement Directorate.

From the House of Commons:
Samuel Maheu, Financial Management Advisor, Financial Planning.

From the Library of Parliament:
Frédéric Forge, Acting Senior Director, Economics, Resources and International Affairs Division;
Laura Barnett, Senior Manager, Human Rights, Immigration and Citizenship;
Laura Munn-Rivard, Senior Manager, Parliamentary Diplomacy;
Nicole Sweeney, Senior Manager, International Affairs.

1. Approval of Minutes:

It was agreed, – That the minutes of the meeting of June 19, 2023, be adopted.

2. Annual Report 2022-2023:

The Council considered the Annual Report on Parliamentary Associations’ Activities and Expenditures for 2022-2023.

It was agreed, – That the report be adopted and that it be shared with the Standing Committee on Internal Economy, Budgets and Administration of the Senate and the Board of Internal Economy of the House of Commons for their consideration.

3. Request for budgetary increase of the JIC envelope:

The Council considered a draft submission for a temporary funding increase for Parliamentary Associations.

It was agreed, – That the Council proceed with the submission seeking a temporary increase of 10% from the Senate Standing Committee on Internal Economy, Budgets and Administration and the House of Commons Board of Internal Economy for the 2023-2024 and 2024-2025 fiscal years, to be funded within existing budgets at the Senate and the House of Commons.

4. Decisions made by the Co-Chairs:

The Co-Chairs informed the Council that they had considered three requests from the Canadian Branch of the Assemblée parlementaire de la Francophonie for an exception to the rule regarding the number of staff who may accompany delegations. They agreed to authorize a staff member to accompany a parliamentarian to the 9th Jeux de la Francophonie in Kinshasa, Democratic Republic of the Congo, from August 3 to 6, 2023 as well as to New York on September 20 to attend meetings at the United Nations. They denied the request for a staff member to accompany a parliamentarian to the meeting of the Working Group on Reforming the APF Constitution in Geneva, Switzerland, on November 23 and 24, 2023.

5. APF exemption request for administrative support:

The Council considered correspondence received from the Chair of the Canadian Branch of the Assemblée parlementaire de la Francophonie, regarding a request for a blanket exemption to the financial rule regarding accompanying staff for delegations of a single parliamentarian.

It was agreed, – That the request for administrative support be approved for the remainder of the chair’s mandate as International President of the Assemblée Parlementaire de la Francophonie, concluding in July 2024.

6. Request for supplementary funds and interpretation services for outgoing delegations:

The Council considered a request for supplementary funds from the Canada-United Kingdom Parliamentary Association.

It was agreed, – That this request be denied and that the Canada-United Kingdom Parliamentary Association explore alternative solutions, such as altering its program or reducing the number of delegates, in order to cover the cost of activities within the allocated budget for the fiscal year.

7. Creation of a Canada-ASEAN parliamentary association:

The Council discussed the subcommittee’s recommendation to create a Canada-ASEAN parliamentary association.

It was agreed, – That the Council consider the matter again at an upcoming meeting.

8. Revised Financial Management and Policy Guide for Parliamentary Associations:

The Council discussed additional modifications made to the draft Financial Management and Policy Guide for Parliamentary Associations.

It was agreed, – That the guide be adopted.

9. Role of Association Chairs and Vice-Chairs on the Council:

The Council discussed a briefing note prepared on the role of the Association Chairs and Vice-Chairs appointed as members of the Council.

It was agreed, – That the Council consider the matter again at an upcoming meeting.

At 10:34 a.m., the Council adjourned to the call of the Co-Chairs.

Jeremy LeBlanc

Clerk